Executive Assistant I College of Education

Purpose of the Position:  To provide executive administrative support to the college of Education Dean and faculty of the College of Education, serve as liaison to the community and institution, and to assist others as needed.

• Work with department chairs, program coordinators, and Clinical Practices staff to create and process adjunct contracts each semester.
• Audit and reconcile faculty load assignments in the Master Faculty Load spreadsheet with the PeopleSoft database each semester. Evaluate load to determine overload and issue contracts to faculty at the conclusion of each semester.  
• Collect faculty applications, CVs, and background check authorization forms from new adjuncts. Enter background clearance checks; create draft copy of contract to send to AAO, HR, Parking, IT, and Mail Services to set up GFU ID number and email.  Ensure all new hire documentation is obtained from adjuncts as required to comply with federal and institutional regulations.  Ensure paper and electronic records for adjunct instructors are kept up to date.
• Set up COE course evaluations each semester. Distribute reports as requested to directors and department chairs.
• Work with the dean and Academic Affairs to communicate annual funding allocations for faculty travel and memberships; track expenditures related to travel, conferences, and memberships to be reimbursed by AAO and COE throughout the year.
• Run and distribute monthly budget summary and budget transaction reports for COE departments; monitor budget status and apprise dean and chairs accordingly.
• Assist dean with annual accreditation reports, acquiring necessary data by contacting Data Analytics and Clinical Practices. Coordinate and analyze information from C-2 Submission Spreadsheet on initial teacher licensure data annually for TSPC, Title II, AIMS/CAEP, etc.
• Review Concur reports requiring dean approval, acting as expense delegate to make any needed corrections, and informing dean of report status.
• Receive Expense Reimbursement Request (ERR) forms by email from student teaching supervisors, edit and correct as needed for the Finance Office.
• Assist the dean with assigned projects, arranging meetings, answering phones, greeting visitors, etc.
• Assist COE faculty and staff, Information Services (switchboard), and the general public with requests and questions.
• Coordinate visit arrangements for COE guests, accreditation teams, faculty candidates, international groups, etc.
• Update and post items to the COE website home page; maintain COE Faculty/Staff Directory and Google Groups by notifying Marketing-Communications of necessary changes.
• Communicate effectively and courteously with others, including colleagues, students, and the public in a spirit of teamwork, respect, and customer service.
• By actions, words and lifestyle, be a Christian role model to students, whether through casual contact or in a formal supervisory role.

Associated Duties:

• Provide support by scheduling rooms and catering for meetings (Leadership Team, COE), setting up video conferencing via Zoom, and recording and distributing minutes.
• Initiate and process check requests, purchase orders, fund transfers (IDC forms), expense reimbursements, deposits, etc. for dean and faculty as needed.
• Order office supplies for COE departments and allocate charges to appropriate accounts.
• Serve as liaison with institutional units and among the various COE program coordinators.
• Attend meetings with other GFU dean's assistants each semester to streamline business processes across colleges and exchange information.
• Other duties as needed.

Minimum Requirements/Qualifications:

 1. Minimum two years solid, general office/administrative experience required,
preferably in an academic setting; experience in Oregon's public schools a definite
asset.
2. Bachelor's degree preferred.
3. Strong technology skills and computer proficiency, notably in MS Word and Excel.
4. Strong interpersonal and problem-solving skills.
5. Strong written and oral communication skills.
6. High level of initiative, planning and organizational skills, and detail orientation.
7. Integrity and discretion in handling confidential information.
8. An evangelical Christian commitment and lifestyle consistent with the institution's
goals, including a signed agreement with GFU Statement of Faith and Statement of
Community Responsibilities.
9. Ability to communicate in English, orally and in writing, including on the phone, and
to understand and follow instructions.

For Your Personal Well-Being We Offer:

• A beautiful and peaceful campus environment with areas to walk and coffee shops and restaurants close by
• A strong Christian vision and mission-led organization with opportunities for your growth and contributions
• Wonderful Christian peers and a vibrant student population
• Free Fitness Center membership
• Free parking
• Rich employee benefits

We invite you to Be Known at Oregon's Nationally Recognized Christian University!

George Fox has been transforming student lives for over 125 years.

Each day we look to broaden our future for generations to come.

We have alumni from 52 countries and all 50 states.

We invite you to become a steward of our dreams using your God-given gifts.

Our Purpose: To educate and inspire students to pursue God's calling.

 **This position is subject to close at any time, regardless of the date on the posting.

Current Openings for Executive Assistant I College of Education Jobs at George Fox University - Staff and Administrator